Booking built in
Customer reserves
Maintenance: Resident Property Unit Unit Number - Issue Category
Google Calendar60-minute availability
Shown when the saved customer condition is met
MAINTENANCE & EMERGENCY AUTOMATION
Respond to every maintenance request at the right level of urgency.
Route routine repairs, urgent-but-stable issues, and true emergencies differently, with immediate escalation and safety guidance when it matters.
Intake22Routing7
Booking moment built in
Move the customer directly into a booked next step.
Thissystemdoesmorethancollectarequest.Thecustomercanchooseanavailableappointmentwithoutleavingtheintakeorwaitingforschedulingback-and-forth.
Scheduling is part of the workflow
The customer can reserve the next step while their request and business context are still connected.
The commercial path
Connected to the submissionThe request and scheduled time stay connected
The business receives the customer’s context with the appointment, so the team can prepare before the conversation begins.
Preview bookings are simulated. Live scheduling requires the owner’s calendar connection.
System instructions
See how this system is structured
These instructions capture the intended customer experience, business context, and next-step workflow. Copy and adapt them, or add the complete system to your workspace above.
aura-system-instructions.txt
Severity-aware maintenance routing with safety-first emergency escalation and real access-window booking.
One connected customer journey
From first answer to next action.
AuraFormsguidestheexperiencebeforesubmit,keepsbookingconnectedtothecustomercontext,thencontinueswiththerightfollow-upaftersubmission.
Guides
Captures the answers and customer context
Books
Secures the appointment while intent is high
Continues
Runs the configured follow-up after submit
15
Automatic actions
Active in this starting system
3
Delivery channels
Email · Text message · Workspace priority
15
Messages and internal actions
10 customer messages · 4 team alerts · 1 workspace action
Nothing hidden behind “automation”
See your business automation, step by step.
This is the system's starting automation. After activation, adjust the triggers, timing, recipients, and message copy to fit how your business actually works.
01Customer email
Email the customer: We received your maintenance request, Resident First Name
- Trigger
- Resident confirmation with summary: When Email Address is provided
- Timing
- Immediately after submission
- Destination
- Email Address
Customer emailEmail
We received your maintenance request, Resident First Name
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, We received your Issue Category request for Resident Property Unit Unit Number. Describe the issue in detail {{#if Is this...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
02Customer text
Text the customer with the next step
- Trigger
- When Email Address is provided
- Timing
- Immediately after submission
- Destination
- Mobile Number
Customer text messageSMS
AuraForms
Automated customer follow-up
Hi Resident First Name, Business Name received your Issue Category request for Unit Unit Number. We'll follow up shortly.
Delivered to Mobile Number
Why this matters
The next step reaches the customer on their phone while the request is still fresh.
03Team email
Alert the team: EMERGENCY: Resident Property Unit Unit Number — Resident First Name Resident Last Name
- Trigger
- When Is this affecting water, power, heat, security, or safe use of the unit? is Yes — immediate danger (fire, gas smell, flooding, no exit, structural failure)
- Timing
- Immediately after submission
- Destination
- Internal Alert Recipient
Team notification emailEmail
EMERGENCY: Resident Property Unit Unit Number — Resident First Name Resident Last Name
A
AuraForms automation
Delivered automaticallyto Internal Alert Recipient
Immediate-danger issue reported. Resident First Name Resident Last Name · Mobile Number · Unit Unit Number, Resident Property Category: {{Issue Cat...
Why this matters
The right person receives the submission context and can respond without checking the dashboard all day.
04Team text
Text the team about the submission
- Trigger
- When Is this affecting water, power, heat, security, or safe use of the unit? is Yes — immediate danger (fire, gas smell, flooding, no exit, structural failure)
- Timing
- Immediately after submission
- Destination
- Emergency Contact Phone
Team text alertSMS
AuraForms
Automated team alert
EMERGENCY: Issue Category reported at Resident Property Unit Unit Number by Resident First Name Resident Last Name (Mobile Number). Respond imm...
Delivered to Emergency Contact Phone
Why this matters
Urgent or high-value requests can reach the team quickly, even when nobody is watching an inbox.
05Priority routing
Mark the submission as high priority
- Trigger
- Emergency escalation: When Is this affecting water, power, heat, security, or safe use of the unit? is Yes — immediate danger (fire, gas smell, flooding, no exit, structural failure)
- Timing
- As soon as the submission arrives
- Destination
- The submissions workspace
Why this matters
Important submissions are separated from routine responses so the team knows where to focus first.
06Team email
Alert the team: Issue Category request: Resident Property Unit Unit Number
- Trigger
- When Issue Category is provided
- Timing
- Immediately after submission
- Destination
- Maintenance Team / Vendor Alert Recipient
Team notification emailEmail
Issue Category request: Resident Property Unit Unit Number
A
AuraForms automation
Delivered automaticallyto Maintenance Team / Vendor Alert Recipient
New Issue Category request from Resident First Name Resident Last Name at Resident Property Unit Unit Number. Description: {{Describe the issue in...
Why this matters
The right person receives the submission context and can respond without checking the dashboard all day.
07Team email
Alert the team: Maintenance brief: Resident Property Unit Unit Number
- Trigger
- When Is this affecting water, power, heat, security, or safe use of the unit? is provided
- Timing
- Immediately after submission
- Destination
- Internal Alert Recipient
Team notification emailEmail
Maintenance brief: Resident Property Unit Unit Number
A
AuraForms automation
Delivered automaticallyto Internal Alert Recipient
Full request context for dispatch: Category: Issue Category Description: Describe the issue in detail Best contact method: Best way to reach you Access not...
Why this matters
The right person receives the submission context and can respond without checking the dashboard all day.
08Customer email
Email the customer: Your maintenance access window
- Trigger
- Access-window confirmation: When Is this affecting water, power, heat, security, or safe use of the unit? is No, it's a routine issue
- Timing
- Immediately after submission
- Destination
- Email Address
Customer emailEmail
Your maintenance access window
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, your requested access window is being confirmed by the team.
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
09Customer email
Email the customer: Reminder: maintenance access today
- Trigger
- Reminder on the day of the scheduled access window: When Is this affecting water, power, heat, security, or safe use of the unit? is No, it's a routine issue
- Timing
- On Choose an access or maintenance window
- Destination
- Email Address
Customer emailEmail
Reminder: maintenance access today
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, this is a reminder that Business Name has access scheduled today for the Issue Category issue at Resident Property Unit {{Unit...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
10Customer email
Email the customer: How did the Issue Category repair go?
- Trigger
- Completion notice with review invitation: When Is this affecting water, power, heat, security, or safe use of the unit? is No, it's a routine issue
- Timing
- 1 day after Choose an access or maintenance window
- Destination
- Email Address
Customer emailEmail
How did the Issue Category repair go?
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, our records show the team visited Resident Property Unit Unit Number yesterday for the Issue Category issue. If anything still...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
11Customer email
Email the customer: Reminder: today's maintenance visit
- Trigger
- Reminder on the day of the urgent access window: When Is this affecting water, power, heat, security, or safe use of the unit? is Yes — serious but stable (no heat/power/water, broken lock)
- Timing
- On Choose the earliest access window that works
- Destination
- Email Address
Customer emailEmail
Reminder: today's maintenance visit
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, this is a reminder that Business Name has access scheduled today for the Issue Category issue at Resident Property Unit {{Unit...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
12Customer email
Email the customer: How did the Issue Category repair go?
- Trigger
- Completion notice with review invitation: When Is this affecting water, power, heat, security, or safe use of the unit? is Yes — serious but stable (no heat/power/water, broken lock)
- Timing
- 1 day after Choose the earliest access window that works
- Destination
- Email Address
Customer emailEmail
How did the Issue Category repair go?
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, our records show the team visited Resident Property Unit Unit Number yesterday for the Issue Category issue. If anything still...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
13Customer email
Email the customer: One more detail on your request
- Trigger
- Request for missing information: When Describe the issue in detail is provided
- Timing
- 30 minutes after submission
- Destination
- Email Address
Customer emailEmail
One more detail on your request
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, if you have additional photos or details about the Issue Category issue, reply to this email so the team can prepare before arriving.
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
14Customer email
Email the customer: Status update on your maintenance request
- Trigger
- Delayed status check: When Is this affecting water, power, heat, security, or safe use of the unit? is provided
- Timing
- 1 day after submission
- Destination
- Email Address
Customer emailEmail
Status update on your maintenance request
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, checking in on the Issue Category request at Resident Property Unit Unit Number.
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
15Customer email
Email the customer: Was the issue resolved?
- Trigger
- Resolution check-in: When Is this affecting water, power, heat, security, or safe use of the unit? is provided
- Timing
- 3 days after submission
- Destination
- Email Address
Customer emailEmail
Was the issue resolved?
A
AuraForms automation
Delivered automaticallyto Email Address
Hi Resident First Name, has the Issue Category issue at Resident Property Unit Unit Number been fully resolved? Reply and let us know if it still needs...
Why this matters
The customer gets a consistent answer without someone writing and sending it manually.
Watching for submissions
Reading every answer
Choosing the response
Writing the message
Remembering the follow-up
Watching for submissions
Reading every answer
Choosing the response
Writing the message
Remembering the follow-up
The result
The follow-up runs. Your team stays human.
AuraForms watches, decides, sends, and remembers—so the business can respond consistently without adding another manual process.
Resident maintenance requests, urgency routing, access coordination, and emergency escalation
A single maintenance form treats a leak the same as an emergency.
Routine repairs, urgent access issues, and genuine emergencies all deserve a different response, but most maintenance forms funnel every request into one undifferentiated queue.
Manually triaging incoming requests by severity
Coordinating access windows back and forth
Escalating emergencies by phone as they come in
Following up to confirm resolution
Estimated 10-20 minutes of manual triage and access coordination replaced per request.
Requests are currently triaged manually by phone, text, or email. Access windows are currently coordinated manually. Actual savings depend on request volume and severity mix.
Illustrative estimate based on the manual steps this system can replace. Actual time saved depends on inquiry volume, configuration, and the property manager’s current process.
Customer journey
A polished experience for the customer, useful context for your team.
Safety-first framing
The resident sees clear guidance not to submit the form if anyone is in immediate danger.
Issue details
The resident describes the issue, category, timing, and whether it affects water, power, heat, security, or safe use.
Access preferences
The resident shares permission to enter, pets or access considerations, and preferred windows.
Routed response
The resident receives emergency guidance, urgent confirmation, or a real access-window booking depending on severity.
Immediately after submission
What your team receives
- Issue category, description, and safety impact
- Access permission and considerations
- Photos and documents
- Best contact method and preferred access windows
Where to deploy it
Resident portal link
Add the link to the resident portal or app.
Unit welcome package
Include the link in move-in materials.
Professional implementation
What the specialist configures
- Business and emergency-contact branding
- Issue category and urgency branches
- Emergency escalation copy and internal SMS alert
- Booking connection for non-emergency paths
- Vendor and internal alert routing
- Test submissions across all severity paths
Questions
Before you launch
Give every resident request the right level of urgency.
Preview the maintenance and emergency journey, add it to your workspace, or have a specialist configure categories, escalation, and alerts.